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How to make remote team meetings super productive

The global pandemic has accelerated changes in our working lives, with increasing numbers of companies embracing remote working as a safe and convenient alternative to the traditional office set-up. But just because a remote team is spread across multiple locations, it doesn’t mean its members have to work alone. Communication still needs to happen, and more often than not this is through virtual meeting platforms.

From selecting the right technology to setting a meeting agenda, focusing on every detail will ensure that you have a super productive virtual meeting with your team.

Select the right meeting platform

Whether it’s Zoom, Microsoft Teams, Google Meet, or one of the growing number of alternatives, choosing the right platform is essential for ensuring a productive meeting. When choosing a platform, it’s important to consider features that will foster collaboration, including chat tools, project management integrations and screen sharing.

Time is precious and no one wants to be in a meeting full of technical mishaps, so it’s crucial to have a full understanding of the software’s functionalities. After all, the last thing you want to start your year with is a technical mishap during a crucial presentation!

Map out a meeting plan 

Having a meeting agenda will ensure your meeting runs efficiently and finishes on time. Set out the goal of the meeting, the length, and the best time (consider different time zones of your team members).

Bear in mind that attendees will have other tasks to complete too, so be punctual with start and end times. You can also get suggestions from your remote team when creating the agenda to help tackle issues before you meet.  

Send out meeting materials

Circulate a reminder note the day before the meeting with a copy of the agenda, meeting invite and login details. Sending the plan a few minutes before the meeting demonstrates poor meeting management and may result in team members struggling to contribute if they are not well acquainted with the items.

Set ground rules

Keep everyone in check and stop the schedule from deviating. It’s a good idea to ask participants to mute their microphones and only un-mute when making contributions. Another rule to consider is around punctuality. Respecting your own time and the time of others is a core value of Timeular as well. 

Engage all remote team members

Don’t make the meeting a one-way conversation. Ask questions that encourage everyone to contribute. You can also include activities like filling out a poll, or contributing to a brainstorm. Your job as the meeting lead is to encourage and engage everyone. This will help the team come up with an action plan and improve productivity.

With a little planning it’s easier than you’d imagine to make meetings super productive for your remote team. Take the time to plan ahead to make them as efficient as possible, and it will help ensure that you and your colleagues reach your goals in no time. 

Learn more about using Timeular for your team

About the author: Frank Hamilton has been working as an editor at essay review service Online Writers Rating. He is a professional writing expert in such topics as blogging, digital marketing and self-education. He also loves traveling and speaks Spanish, French, German and English.

How to unlock your time in 2021

It’s fair to say that 2020 has been a year like no other. The global pandemic has reshaped the world we live in and accelerated the future of work to the present. Finding balance and making time for the things that really matter has never been more important. 

As this extraordinary year draws to a close, let Timeular be your guide to achieving a more healthy and rewarding work life in 2021.

Track time together 🙌

As the pandemic stuck and remote working became the norm, we launched Shared Spaces – a powerful feature that allows you and your team to track time together in one place, wherever you are.

Level up how your team operates in 2021 by making Shared Spaces integral to your set-up. Everyday tasks such as handing in timesheets, billing projects, and checking a project’s profitability, become effortless and more accurate with Shared Spaces. Whether you’re back in the office or working from home, those virtual high fives will be flooding in when your team’s billable hours skyrocket.

Unleash your superpower 🧙‍♂️

Want to track more than 8 things, create new activities on the fly, and add notes to your activities more easily? Our super-speedy desktop shortcut feature, QuickTrack, lets you do all this and more, with just two taps on your keyboard. 

Track time without losing focus in 2021. Open the app and give QuickTrack it a try – (Mac: CMD+E, Win/Linux: CTRL+E). It might just be the best shortcut you ever learn

Track from wherever you are 🌴

Internet connection problems are inevitable (usually in the middle of that all important client Zoom call!), but work still happens and time still needs to be tracked. 

Our offline tracking feature lets you track time entries when offline and easily synch your calendar when you’re back online. If you’re thinking of making remote work a permanent fixture in 2021 by relocating to a tropical hideaway, then offline tracking could be just the feature you need to stay ahead of the game.

Work smarter, not harder 🤖

The robots haven’t taken over yet, but our new integration with Zapier means it’s now super easy for you to unlock time by automating common tasks – whether it’s notifying a client that you’ve started tracking their project, updating your Slack status when your Tracker flips to a particular activity, or automating time entries in your billing system. The possibilities are endless (and so are the hours you can save!)

Connect Timeular with over 2,000 apps including Slack, Salesforce, Asana, Google Teams, QuickBooks and PayPal and you’ll be surprised just how much time you start saving each week for more meaningful activities.

Set goals 🎯

If you’re serious about making 2021 the year you take control of your time, then setting a weekly tracking target is a must-do. Just open the Timeular app and set your goal, then watch yourself track towards it. You can even exclude certain activities to make your time tracking efforts even more accurate.

Take time out ☕️

It might surprise you to hear that one of the most effective ways of unlocking time is by doing nothing at all! Taking a short break from work activities can help you regain focus and turbocharge your productivity levels. 

Why not put the kettle on and spend a few minutes taking in the inspiring stories on our blog? Discover how Timeular users are unlocking their time and get expert guidance from our productivity contributors to help make time yours. Whether it’s tips on how to schedule your day to reach peak productivity, simple steps you can take to finish your work day on time, or how to stay focused while working from home – there’s something for everyone seeking to make their time count.

Learn more about using Timeular for your team

Time tracking can calm your perfectionist mind

Markus Querengässer is a freelance graphic recorder, designer, trainer and founder of I-Have-A-Team. A self-styled perfectionist, Markus often felt that he spent too little time on his projects and wasn’t reaching peak productivity.

Time tracking had always seemed a laborious undertaking and something he didn’t have the time for. It was during a training session that one of his participants recommended Timeular as tool that was helping them manage time more effectively. “This raised my interest” Markus recalls, and led to him making a purchase. It was the start of a journey that eventually led to him creating the illustrations behind our hugely popular Productivity Masterminds podcast series.

Setting up the Tracker

Before customizing his Tracker, Markus looked at the various projects he regularly worked to identify his most common tasks: VIP projects, customer projects, conceptualising/ideation, website design, phone calls/social media, surfing the internet, emails, relaxation, other.

“I chose these topics by identifying my primary daily work tasks. I really wanted to better understand my total working hours, billable time, distracting activities and time for recharging my batteries.”

One of the greatest benefits that Markus has experienced since using Timeular has been the improvement in his billing accuracy. The weekly target option in the app allows him to define a time target for a project and then track towards it.

Calming the perfectionist mind

Tracking time has also helped Markus develop a better understanding of his working patterns, with the analytics in the app showing how much time he spends on activities vs his own, subjective view. “I can say ‘I spent a lot of time on certain things and I did the best I could with this time.’ This gives a feeling of relief to my perfectionist mind.”

Time tracking has also closed the gap between “hours sold” and “hours spent”. Earlier this year, Markus quoted 11 billed days for moderating a workshop session. During the negotiation with his client, he accepted 8 billed days. “What else shall I do in an economic downturn with less demand than usual?”, he thought. After tracking the project beginning-to-end, he realized that he had in fact spent 18 days in total on the project – 7 days more than he initially thought and 10 days more than he got paid for. This represented a significant loss of earnings. “This experience has fuelled my awareness of my own value and given me the confidence to negotiate bolder in future contracts.”

Reflecting on time together

Markus has also found personal benefit in discussing his time tracking efforts with a friend once in a while.

“My perfectionist mind was really thankful when getting feedback. It made me aware of how much I actually achieve with my time.”

Timeular is now a central part of his daily routine. “At first glance the price of Timeular may appear quite high, but I am convinced that the benefit is much higher. It helps you to act more responsibly and untangle yourself from the distractions of these uncertain times.”

Markus Querengässer works as a Freelance Graphic Recorder, Designer and Trainer at I-HAVE-A-TEAM.de where he helps people to embrace change through illustrations, visual accompaniment and memorable interactions.

Learn more about using Timeular for your team

Connect Timeular to 2,000+ apps with Zapier

Starting today, our new integration with Zapier makes it easy to automate your Timeular workflows and gain back time for more meaningful activities. Connect to over 2,000 apps including Slack, Salesforce, Asana, Google Teams, Facebook and QuickBooks.

Automate your workflows

Zapier is a workflow automation tool, allowing anyone to create workflows that get their apps communicating with one another. It’s possible to automate just about any Timeular workflow you want to achieve. Here are a few examples:

What else can you do?

Our integration with Zapier supports the following Triggers:

  • Tracking started
  • Time entry created
  • Time entry updated
  • Time entry deleted
  • Tracking stopped
  • Tracking edited
  • Tracking cancelled

Each of these Triggers gives data that can be used to build a workflow, including:

  • User
  • Entry
  • Activity
  • Start
  • End
  • Space
  • Note, including text, tags and mentions

Unlock your time

Whether it’s sending automated notifications to clients or updating your Slack status when you start tracking a particular activity, the Zapier integration will help you unlock time for the things that matter.

Ready to give it a go?

Our Zapier integration is available for both Basic and Pro subscribers. To get started, create an account and in a matter of clicks you connect your apps and start optimizing workflows.

This step-by-step demo will guide you through the process. It’s also easy to share a copy of your favorite automated workflows (using the Zap sharing feature) to give your teammates a productivity boost too.

What else is new?

We recently launched our long awaited desktop tracking feature, QuickTrack, allowing you to track unlimited activities, add notes and categorize entries using a simple keyboard shortcut (Mac: CMD+E, Win/Linux: CTRL+E).

You can see what else we’re working on at our Public Roadmap, submit feature & integration requests, and help us prioritize items voting on items.

Looking for extra guidance?

The Timeular Help Center contains articles and guides to help you get the most out of your time tracking efforts, and our friendly support team are always on hand to help you troubleshoot any other issues you run into.

Learn more about using Timeular for your team

Top tips to help you stay focused when remote working

Let’s face it, if you’re not challenged or stimulated by your job it’s easy to fall into a rut. This goes double for people remote working. 

Everybody thinks it’s easy, but there are unique challenges trying to stay focused when working from home. Here’s some top tips to help you find your way.

Turn Off Your Phone

It’s not attached to your hand. Put it down! 

Stay off the internet entirely, unless you need it for work purposes. Do your job!

Make a list

A to-do list makes your goals concrete and helps you prioritize your day. A good list is like a map that helps your navigate through the challenging work-at-home waters. 

Use your time wisely.

Break tasks into manageable chunks

Rome wasn’t built in a day. Neither was that quarterly report you’re working on. But if you hack out a portion of it each day, the puzzle becomes clearer.

Many people find they’re more productive working from home. The lack of a commute opens up blocks of time – which means more time to tackle items on the to-do list!

Learn how to prioritize

So you got your list…now, what’s most important? 

Put the number one in a circle next to that item. 

What’s the next most pressing task? 

Put a circled number two next to that. Do that for the rest of your list. 

Make your time count when working from home. Start by working smarter, not working harder. 

Pomodoro, baby!

The classic pomodoro work method is working in 25-minute increments, followed by a 5-minute break. After 90-minutes, take a 20- to 30-minute break. Repeat four times and your 8-hour workday is done.

A good time tracking app can make this process a breeze. You’ll be surprised at how much you can accomplish!

Don’t multi-task

Be mindful instead. All too often we waste time and resources by trying to do too many things at once. 

Focus on one task at a time and do it well. When you’re done, go back and check your work for errors. 

Find motivation in doing your job right, not getting it done quickly.

Do deep work

Deep work is clearing a block of time — preferably every workday — to focus solely on one project. This is how books get written, buildings get designed, and other grand plans come to fruition.

Take time out

If you feel yourself losing focus on a work task, take a break.

There are points during the workday when we could all use a reality check. Get up, get on your feet, and get moving. Get that blood pumping! After a five minute break, return to work, but switch locations. If you usually work at your desk, move to the kitchen table for a few hours. A change of scenery is good, even if it’s just the room next door.

You can also combine this with getting your workplace in a perfect order. Remove the stuff you don’t need, keep it minimalistic so you can better focus on your work and do not get distracted by random objects sitting on your table.

If you have too much stuff, sell them off! Make some extra cash by getting rid of things that clutter your workspace and harm your focus. For example, selling your surplus toner online is basically a matter of a few minutes.

Eat right, sleep right, and exercise

Treat your body right and you won’t be falling asleep in the middle of the afternoon.

You won’t need to slug down coffee and soft drinks all day if you had a better diet overall. You should get more sleep and exercise, too.

Learn more about using Timeular for your team

So long 2020. Take control of 2021. 🚀

2020 hasn’t exactly gone to plan. Working patterns have been uprooted, our working days rife with distraction, and people are burning out – on top of everything else going on. Finding balance, staying focused and making decisions about our time has never been more important.

Make 2021 the year that you take control of your time. It’s about time we do.

Buy One, Get One (free) 🎁

This holiday season buy a Timeular Tracker + 12 month Pro bundle for yourself and get a second one to gift to someone, for free – it’s on us.

Here’s how the offer works:

  1. Add the Timeular Tracker + 12 month Pro bundle to your cart.
  2. We’ll add another one to the cart for free.
  3. Check out and both Trackers will ship to your nominated delivery address.
  4. Keep one and use it to take control of your time in 2021 (the subscription is in your name to manage).
  5. Gift the other one to someone deserving and give them the unique code you’ll receive by email.
  6. When the recipient downloads the Timeular desktop app, they can follow the path to upgrade to a 12 month Pro subscription and use the code to have the first year for free.

Scroll down to read some FAQs around this promotion.

Buying gifts for your team or customers? 🤝

The Buy One, Get One offer is also available to businesses but we recommend getting in touch with us as we can make alternative billing arrangements and give you an overview of the team functionality (over and above the benefits of individuals managing their own time with the app).

Drop us a message in the form below and we’ll get back to you quickly.

FAQs 🤔

What happens after the first year? Can I cancel if I don’t like it?

Your subscription – as the buyer – will automatically renew after 12 months. But if, for whatever reason, you don’t want to carry on paying for the Pro app version subscription, you can cancel any time. When you cancel, you’ll still be able to use the Basic version of the app, with no expiry date (but you’ll lose the Pro features). See here for a full list of Basic and Pro features.

For the recipient of the gift, their subscription will automatically end of the 12 month period. The unique code you’ll receive to give them is essentially a gift voucher. If they’d like to carry on using Pro after the first year, they can enter their payment information to continue, else it’ll downgrade to Basic, as described above.

What’s your returns policy?

We offer a 30-day money back guarantee. For the buy one get one free promotion we can only offer a return if both Trackers are returned.

Please note: we can only offer a full refund when both Trackers are returned according to both our returns policy and the additional promotion terms. We’re unable to partially refund.

What’s the last day for Christmas delivery?

Given COVID, it’s difficult to predict. Our average delivery times in the US and Europe are 3-5 working days. To be safe, get your order in by December 15.

Can organizations make use of the Get One, Give One offer?

Yes! Though we recommend getting in touch with us to organize as we can offer alternative billing arrangements to avoid recipients having to manage their own subscriptions.

Do you offer bulk discounts?

We offer bulk discounts for orders of 10 or more Trackers – but, not in conjunction with the buy one get one free offer (Tracker + 12 month Pro bundle). Get in touch with us for more info.

I’d like all of the Trackers to be gifts (and not use one or more for myself)

If you’re looking to buy multiple Trackers/you’re buying for an organization and you need all of the subscriptions managed by a single admin, renewing at the same time, then before ordering please contact our sales team who are happy to assist.

If you’re an individual just looking to buy one and get one free but would like to gift both of the Tracker + 12m Pro bundles, unfortunately we’re unable to generate a unique code for you to give to the recipient for the first Tracker. One of the two Trackers will be available as a gift and one will be in your name, set to auto-renew in 12 months. However, you can assign your Pro subscription to someone else (follow these instructions) but note that the subscription starts immediately and the renewal will be in your name, with the payment details you used to checkout. These too can be changed by following these instructions.

How long is the code valid for?

The code must be redeemed by 31/01/22

Can I upgrade my subscription from Yearly to Lifetime (one-time payment)?

You are able to purchase a Lifetime subscription at any time, but please note that we’re unable to contra or pro rata any of the cost that you’ve already paid.

How to schedule your day to reach peak productivity

It’s completely natural to have good and bad days when it comes to being productive. Add to the mix a global pandemic and a new remote work setting, and it’s little wonder why increasing numbers of people feel they are spending their time less efficiently.

Follow these steps to regain your focus and get back to meeting your goals in no time. 

1. Create a morning ritual before getting to work 

Set the tone for the day and allow your body and mind to wake up before you log on to work.

Some of the world’s most successful entrepreneurs attribute their accomplishments to their morning routine. Mark Zuckerburg, CEO of Facebook, says that having the first 90 minutes of his day planned out helps him feel more in control and increases his productivity for the rest of the day. 

Here are a few activities you might incorporate into your morning routine:

  • Make yourself a healthy breakfast
  • Do some yoga  
  • Practice meditation
  • Read the news or a good book
  • Write about your dreams, thoughts, or ideas in a journal 
  • Take a walk

2. Make a daily to-do list

A to-do list can help you organize and rank your priorities and come up with a plan to check off your tasks one by one. 

You can use your monthly calendar and other project deadlines to determine priorities and where you need to fit in certain tasks. Using a project management tool can also help you conceptualize long-term projects, and in turn, give you a better idea of how you should schedule your days.

3. Use time-tracking software to optimize efficiency

Even when you feel like you’re having your most productive days, time can be something of a mystery — how is it already 3 o’clock?! With apps like Timeular, you can analyze how much time you’re spending on different activities, making it easy to identify where ever minute is spent.

Here’s a tip: do your best to estimate how long each of your tasks take you so that you can plan your day out and set limits on how long you should be spending on each one.

4. Tackle your hardest tasks toward the beginning of your day

For most people, the beginning of the day is when they’re most productive and creative, so it may serve you well to front-load your days with your hardest tasks first. After you’ve spent the first few hours of your day being productive, make sure to take a break! Taking breaks restores your thinking and creativity, giving your brain that much-needed rest it needs for long-term success.

5. Know your limits

While there are plenty of things you can do to improve your daily productivity, there’s one irrefutable fact in the matter, and that’s that there are only 24 hours in a day and everyone gets the same amount of time to get things done.

Agreeing to too much can make your goals feel unrealistic or unattainable, and could curb your morale and lead to burnout. Going above and beyond can lead you to great places, but it’s not necessarily a sustainable model for success.

6. Maintain a good balance

A big part of maintaining and improving your productivity is taking breaks, whether that’s a 30-minute walk throughout the day or starting and ending your workday with a self care ritual. But breaks go far beyond your work hours. 

Finding balance is a much more challenging thing to crack but it’s crucial to your success.

  • Take advantage of your vacation days
  • Maintain a healthy lifestyle
  • Set boundaries at work
  • Do your best to log off after business hours
  • Stop email notifications when you’re off the clock
  • Make time for family and friends

Wrapping up

Figuring out how to be productive requires a bit of trial and error. Everyone works differently — some people are more productive in the mornings while others tend to have a stroke of genius after midnight. Find what works best for you and build your routine around that. This guide is a great resource to help you maintain your health and wellbeing and ensure you thrive during these uncertain times.

Learn more about using Timeular for your team
About the authorSamantha Rupp
Samantha is the managing editor of 365 Business Tips and also runs a blog, Mixed Bits Media. She lives in San Diego, California and enjoys spending time on the beach, reading up on current industry trends, and traveling.

Finding balance with time tracking

Vreni Sittler is a mother, freelance artist, and also owns a Crossfit facility with her husband. Juggling the demands of her professional and personal life presented her with quite a challenge as she sought to find the right balance. This led to her discovery of Timeular, after she questioned whether her time was being channeled most effectively.

Working from home, Vreni faces a constant stream of distractions: children, housework, checking emails, laundry, … “that’s why it’s so important to me to track my time – otherwise I would lose the overview.”

Correct time estimates = more money

Estimating the time needed to create a requested artwork is a difficult task for any artist. “For years I have wrongly estimated when it came to making an offer for contract drawings for my clients. We artists earn far too little in general compared to what we do.” 

Vreni often miscalculated her time, leading to a shortfall of between 5 and 10 hours in favor of the client. This resulted in her accruing less than the minimum wage for her work.

“That was not really motivating, as you can imagine.” 

The insights from the Timeular analytics dashboard provides Vreni with a clear and accurate oversight of where every minute of her working day is spent. It has helped her to provide more accurate estimates for her work and create more suitable offers to prospective clients.

As a case in point, the following portrait was the first that she tracked time for. It helped her realize how wrong she had been with her time estimations. Instead of her planned 34 hours, the portrait actually took 41 hours.

Better pricing after all

Analyzing her Timeular analytics over a period of time has helped Vreni see how her perceptions of how her time is spent differs from the reality. It has also helped her realize that her work as an artist consumes more time than she imagined: “It’s more a full-time job”. 

Using Timeular also helps Vreni estimate the time needed for contract work for clients, making pricing more efficient. Another major benefit has been a greater balance in her personal life, with time tracking helping her ensure she spends less time on social media and more time with her children. 

“The Timeular Tracker was made for me. It’s exactly what I needed for my individual everyday life. A day that is packed with things to do and full of creativity. The speed and chaos in our house are not easy to keep up with – my little Tracker gets that right and I would not want to be without it anymore.”

If Vreni’s busy lifestyle resonates with your schedule, then introducing time tracking into your daily routine could be exactly what you need to find balance.

Learn more about using Timeular for your team

How to help your employees thrive with remote working

Having a healthy and happy workforce is a vital for the success of any business, with increased levels of productivity, fewer sick days and more engaged employees amongst the benefits.

The global pandemic has seen increasing numbers of employees forced to adopt remote working, isolated from their team and often in a home environment not best suited to the demands of work. Prioritizing employee wellbeing has never been more important and can help individuals thrive in this new normal.

Encourage physical exercise

Physical exercise not only helps clear the mind and reduce stress, but also plays a key role in preventing illnesses such as heart disease and type 2 diabetes.

As an employer, it’s important to think creatively about ways to encourage employees to be physically active. Why not consider providing an allowance to buy bikes, allowing staff to go for a cycle during their breaks. This would also allow them to start cycling to work again when the pandemic is over, helping them stay fit and start the day focussed.

Foster ways to curb mental illness

With many people carrying huge burdens in life at present, it’s no surprise that levels of stress and depression are on the rise. These conditions can easily transition into long-term mental illnesses if left untreated. 

An effective method of improving the mental health of your workforce is to introduce incentives that make it easier for them to find balance. You can encourage flexible schedules, allowing employees to work when they feel most productive, rather than the usual confines of 9-5.

Providing subscriptions for wellbeing platforms, whether it’s meditation apps or fitness trackers, will also make it easier for your workforce to develop positive lifestyle habits – benefitting both them and your organization.

Encourage time off and breaks

Sitting at a desk for long periods of time can lead to health complications including bad posture, as well as back, neck and shoulder pain. Encouraging employees to take regular breaks from their desk will help them stay alert and refreshed.

Introducing a home working allowance also allows employees to invest in equipment to help them improve their working set-up, like a standing desk or desk lamp. 

Encourage healthy eating

Healthy eating is a crucial factor in keeping illnesses at bay. Encourage your remote employees to stay healthy by sharing vouchers that they can redeem with online healthy snack providers. When they are back in the office, having a ready supply of fruits and nuts in the staff kitchen will also encourage healthier food choices, stopping people hitting the cookie jar for a sugar rush during those mid-afternoon slumps. 

Another way to encourage healthy eating is to create a channel for recipe sharing in your chosen form of communication (eg. Slack). Getting inspired by other co-workers not only encourages healthier eating, but also helps bonding amongst teammates while working remotely.

Put in the time and reap the benefits

Focusing on the wellbeing of your employees will help them find much needed balance in their lives and demonstrate to them how much they are valued by your organization. By helping them thrive in their jobs during these uncertain times you will also ensure that your business has the greatest opportunity to continue to flourish in the months and years ahead.

Learn more about using Timeular for your team

Lena Linetti is an architect. She is young and ambitious, with a degree in architecture. She has eight-plus years of experience in interior and exterior design. Her mission is to inspire others to live their dreams and create their perfect sweet home. Lena puts a big effort into working with her clients and tries to help them in the best way she can.

Timeular 3.5 – effortless time tracking without limits

At Timeular we strive to make the process of tracking time as effortless as possible – with and without the physical Tracker. That’s why we’re super excited to release desktop app version 3.5 today which includes our long-awaited keyboard-tracking feature, QuickTrack.

We’ve also rolled out a number of bug fixes and performance improvements to enhance your experience of our desktop and mobile apps.

Introducing QuickTrack

There may be occasions when you’re in the middle of a task and want to start tracking something new without losing your flow. Or maybe you left your Tracker in the office and still want the ability to track your time, wherever you are. QuickTrack solves these problems and more. Think of it as your time tracking superpower, making it possible to track time with the least effort and interruption possible.

See how it works

Our CEO, Manuel Bruschi, explains more about how QuickTrack works in this demo.

Give it a try yourself

  1. Open the Timeular desktop app and ensure you are running version 3.5 (you can check this in App Settings). Top tip: enable auto-update on the App Settings page to ensure you always have the latest version of the app running
  2. From any app (e.g. Microsoft Word, VSCode, Google Chrome, command line…) hit CMD+E or CTRL+E and you should see the Quicktrack popup
  3. Search and select and activity or previous time entry ⬇️ ⬆️ and hit enter ↩
  4. The focus will go back to your previous window
Start and stop tracking from any app without interruption

Track more than 8 things

QuickTrack also lets you seamlessly create an activity and start tracking it straight away, making it simpler to switch tasks and keep on top of your time tracking efforts.

Create a custom shortcut

It’s also simple to create and customize a shortcut to access QuickTrack. Just open the App Settings > Popup and then enter a combination e.g. CMD+K or CTRL+Shift+E. The shortcut will be applied immediately.

Add notes to your time entries

Performance improvements and bug fixes

The 3.5 desktop release includes fixes to the date layout, support messenger and analytics filter display. We’ve also launched web hooks in our public API enabling custom integrations to connect, update and sync other things in real-time.

New mobile app + iPad support

While our last mobile app update was about bringing more stability, our latest one is about bringing some beauty. Enjoy a visual uplift including a faster way to edit your time entries. We’ve also removed a few bugs as well. Download now on iOS and Android.

We’re now officially supporting iPads as well. No more iPhone app stuck in portrait mode!

What else is in the pipeline?

Later this month we’ll be rolling out an integration with Zapier, making it simple to automate your workflows and connect Timeular with over 2,000 apps.

You can see what else we’re working on at our Public Roadmap and also submit feature and integration requests.

In need of extra guidance?

Our Help Center contains articles and how-to guides to help you get the most out of Timeular, and our support team are always on hand to help you troubleshoot any other issues you run into.

Learn more about using Timeular for your team

5 things you can do to finish your workday on time

Almost everyone at some point in their career has found themselves working late. This is becoming increasingly common with remote work, where the boundaries between work and home life are blurred. However, there are simple steps you can take to help you work more efficiently and find greater balance in your life.

Prioritize your tasks

At the start of the day scan your emails for important communications and leave the rest for later in the afternoon. Make a “to-do” list with high priority tasks planned for the beginning of your day. Focussing on the most urgent tasks first will ensure you get them done on time. 

Break large tasks up

Dealing with the thought of a complicated or large task can feel overwhelming and lead to procrastination and working late. Break large tasks in smaller, more manageable ones. For instance, if you have a presentation due, focus on individual sections; at the end it will all come together.

Be realistic when estimating time

It’s important to give yourself an realistic estimated time for completion of projects. Underestimating your time will leave you struggling to get the project done, which can lead to stress in your attempts to complete it. Conversely, if you overestimate the time it will take to finish a task, it may lead to procrastination and delaying finishing other projects. 

Using the Timeular Tracker can help you see exactly where your time goes. Its to-the-minute accuracy and rich analytics allow you to easily quantify how much time distractions cost and plan future projects with a higher degree of precision. 

Learn to deal with interruptions

Interruptions cannot be avoided, but too many can have a significant impact on productivity. Interruptions can cause you to lose your enthusiasm about completing a task. It also can take some time to get back into a working rhythm, leading to frustration and more time needed to complete your work. 

Determine what your most common types of interruptions are and develop a solution to control them. For instance, if you find yourself constantly checking your phone for new messages, put the phone in a drawer. In such a situation, out-of-sight may mean out-of-mind. Some things you can try to avoid interruptions may also include:

  • Turn off all notifications for text messages, emails and instant messages
  • Find a quiet area in the office to work
  • Only check messages after completing a task
  • Wear headphones to block out outside noise

Ask for help

It’s completely natural to think that you can handle all projects thrown your way, but in most situations, there are times when it isn’t feasible to do everything. The easiest way to learn to ask for help is by helping colleagues when possible; not only will you show that you are willing to offer a hand, but it will reduce your apprehensions about asking for help when you need it.

Sometimes the most important thing you can do when it comes to managing your time and getting work done is by learning to say no. It’s part of prioritizing what you need to do to get things done. Do not agree to any tasks that will interfere with your schedule.

Learn more about using Timeular for your team
About the authorPatrick Bailey
Patrick Bailey is a writer in the fields of mental health, addiction, and living in recovery. He attempts to stay on top of the latest news in the addiction and the mental health world and writes about these topics to break the stigma associated with them.

Helping the Austrian Red Cross keep track of time

With over 50 district offices across 150 locations, the Austrian Red Cross is one of the country’s largest organizations. Its size and scale presents a complex challenge for head office to understand exactly how time is being spent.

The IT department at the Austrian Red Cross in Lower Austria have been using Timeular since conducting a search for a time tracking solution that would ensure to-the-minute accuracy.

“We were looking for a solution from the EU – if possible from an Austrian company. It was on the recommendation of an external partner that we came across Timeular and introduced it to our team.”

The Austrian Red Cross now have an accurate record of how time is being spent, whether it’s the IT department, urgent action team or campaigners.

Timeular’s Shared Spaces feature has made it possible for the team to track time together, no matter what their location is. Within a Shared Space, the team admin can set activities for other team members to track their time against, allowing Austrian Red Cross HQ to exactly see how much time is being spent on specific activities and campaigns. The 24 hour delay of data to Shared Spaces admins also reduces any sense of micro-management that team members may feel and builds employee confidence around data privacy. 

Timeular has proved especially effective in improving team performance evaluation and building greater transparency around billing processes. 

“The precise time recording allows us to be more transparent with expenses and makes the costs easier to understand. This strengthens trust across the department.”

Perhaps the greatest benefit that the Austrian Red Cross has experienced since adopting Timeular is helping staff unlock their time. Now they can spend less time on administration tasks and instead focus their energy where it is needed most – helping people in crisis, both in Austria and around the world.

Hundreds of organisations around the world are benefitting from introducing Timeular into their working practices – helping them to better understand how time is spent and optimize their operations. If you’d like to find out how Timeular can help your team, our sales team are available to discuss everything from arranging a pilot or demo, to answering questions about our platform.

Learn more about using Timeular for your team

Kickstart your productivity

Do you have a busy schedule and struggle to remain productive throughout the day? Or maybe you find yourself being easily distracted by emails when you really should be finishing off that presentation? If this sounds familiar to you, there’s a simple technique that can help you take back control of your time and keep you on track to achieve your goals.

Introducing time blocking allows you to live proactively rather than reactively – giving you the time and space to tackle the most important tasks without losing focus or being easily distracted.

What is time blocking?

Time blocking is the practice of designing a plan for every task you intend to accomplish by the end of the day – assigning a specific start and end time for each activity. Filling your calendar with tasks you want to attend to will help you maintain focus and avoid distractions.

Here’s 5 steps to get started:

1. Start with priorities

Ask yourself why you need to use time management tools. Identifying priorities and goals will help you decide what to put on your schedule and where to allocate time blocks throughout the day.

2. Develop a booked template

Creating time blocks creates a structure to manage your time throughout the whole day. Don’t miss a step, not even the morning routine. It’s also important to allocate blocks to disconnect yourself from work and make time for family, friends and hobbies.

3. Dedicate time for shallow and deep tasks

After taking care of your personal priorities, it’s time to plan your workday. Dedicate enough time for deep tasks such as reading and writing. If possible, rise early and start your day by tackling meaningful work before you have breakfast. Then attend to your daily work and remember to set one hour aside to look at your emails. Make sure you allocated blocks for your productive work as well to enhance productivity.

4. Include blocks for reactive daily tasks

For time management tools to work, you have to be realistic with your time. Remember, there will be distractions such as calls to make, emails to answer, and meetings to attend. Time blocks can help you decide when to pay attention to a certain task rather than allow yourself to be distracted by something else.

Keeping your email inbox closed until the time you have set aside for emails will help increase your productivity too. You should also allocate dedicated blocks in your calendar that indicate when people can book you for meetings.

5. Have a-to-do list everyday

Create a do-to-list every day and fill the tasks into the suitable slots. Remember to separate shallow and deep tasks. Create a schedule that fits your lifestyle.

Developing a time blocking system can prove a highly effective method in helping you make better use of your time, putting you in control of your working day and finding the space for the most important things in life.

Learn more about using Timeular for your team
About the authorKevin Devoto
Kevin Devoto is a business consultant specializing in CRM and sales. He currently freelances as a writer and personal consultant.

Agency life made easier

Working at an agency can be stressful. The demands of managing multiple clients in addition to tackling daily tasks means it’s easy to lose sight of where time goes and bill accurately. Facing this challenge, Alex Swabey introduced time tracking to his team at O’Brien Media, an award-winning website design agency in the UK.

“Given our philosophy of being extremely flexible and responsive, it’s important to have the ability to review our workload and ensure that time is spent in the right places.”

Juggling different workloads

One of the biggest challenges the team at O’Brien Media wanted to resolve was to accurately track their different workloads. The need to stop and record time when switching tasks was distracting and cumbersome.

This led Alex to start using Timeular, and it wasn’t long before everyone else on his team was doing so too. Timeular has made it easier for the whole team at O’Brien Media to jump between tasks as often as they need to, without losing focus. The reporting dashboard also lets them see where every minute of their working day is spent.

Timeular has entirely replaced the timesheets that most of us used to use. Every other time tracking solution we have tried proved to be unwieldy compared to pen and paper. After a week of Timeular, everybody became an instant convert!”

Track time to make sure it’s spent right

Unlike some other agencies, O’Brien Media operate on a highly flexible schedule. Timeular has proved particularly effective in helping them monitor the breakdown of their working day, wherever they are. It also helps them ensure they are not spending too much time on the tasks they enjoy most, and dedicate sufficient time to tackling the most important tasks for the company.

The data in the Timeular app dashboard also allows Alex’s team to see the breakdown between client work, development, admin and marketing. Timeular has also helped to address time sinks and improve their ability to forecast timelines for new projects. 

Timeular is a godsend for people like me who get easily distracted. No longer will I look back at my day and say “what was I doing between 10 am and 1 pm?”

Alex’s tip:

Log every second and review regularly. At the end of the week, Timeular can help you and your team to review where your time was going. It’s a great recap and a good way to look back at your week together!

Learn more about using Timeular for your team

Improvements to Public API, Shared Spaces and search

As we look to continually improve our core product, we’re delighted to share details of a major update to our public API. We’ve also implemented an overhaul of the analytics filter, and enabled an additional export option for your data.

More API endpoints and shiny new documentation 🤝

The Timeular Public API v3 documentation page has been revamped, improving the structure and making it easier to navigate and understand. Shared Spaces is also now available via the API, meaning that businesses can easily extract team data in a Shared Space.

Visit our public API documentation page to get started.

Improvements to our API

Earlier this year we launched Shared Spaces, giving you the ability to create a common data structure to track time together and create insightful reports. 

It’s now possible to access the data related to Shared Spaces via our public API with the following endpoints: 

  • We’ve added a “me” endpoint to retrieve information about the current user.
  • We’ve adapted the “Generate Report” endpoint so it includes data from Shared Spaces.
  • We’ve added a new “All data as JSON” endpoint where users can fetch all the data they have access to. This includes the data from their private and from their Shared Spaces.
  • We’ve added a new “Spaces with members” endpoint where users can fetch the personal and shared spaces for the current user, with the members and retired members for these spaces.

Shared Spaces mean that everyday tasks like timesheet management, billing projects, checking a project’s profitability and improving future estimations, have become more effortless than ever. 

If you haven’t already tried out Shared Spaces, this webinar gives a great overview of how to get the most out of it.

In addition to adding Shared Spaces access to our public API, we’ve also made a number of quality of life improvements:

  • We’ve removed the unnecessary activityID from the “stop tracking” request.
  • We’ve removed the unnecessary activityID  from the “edit tracking” request..
  • We’ve added a new section dedicated to Tags and mentions. It’s now super easy to create, edit and delete them

** Please note, with this release we’ve deprecated v1 of our public API. This deprecated version will be sunset at the end of 2020, so please make sure to switch to v3 until then.**

What else is new? 😎

More flexible and intuitive filters
We’ve revamped the filters on the analytics page, making it easier for you to dive into your data. There are more opportunities to filter your stats too – e.g. you can now search for entries that have either #this or #that tag, whereas before you could only search for entries that had both of them. 

PDF exports
If you’re a Pro user, you now have the option to export your data as PDF reports (just select from the dropdown in the top right corner of your analytics page). Give it a try. Who knows, it could be the most impressive time report your client or manager has ever received!

Auto-updates to avoid long interruptions
We’ve also improved the auto-updater, making it simpler than ever to update the app and ensure you have the latest features.

What’s in the pipeline? 🚀

If you’re interested in seeing what we’re currently working on, head over to the Public Roadmap. You can submit your own feature or integration requests and help us prioritize things by placing your vote.

Looking for extra guidance? 🤔

We’re always on hand to help you get the most out of Timeular. There are a number of articles and how-to guides at our Help Center, and our support team are also available to help you troubleshoot any other issues you run into.

Make your time fly – in a good way,
Team Timeular

Optimising HR management using time tracking

As a Human Resources Manager, it’s important to be able to designate time to specific clients and projects. Working from home, you can sometimes feel like you’re consumed on a continuous string of tasks, yet nobody knows where your time has gone. This can be frustrating if other departments question where the time has gone and you don’t have a clear record of your activities.

This was the challenge facing Tiffany, the founder of Pitch HR. Her role includes providing human resource management and services like resume crafting and interview coaching. 

Increasing transparency

Many of the business leaders that Tiffany works alongside are keen to gain broader insights into employee focuses to help them understand cross-functional priorities and where time is spent. “Transparency is a major part of many company cultures and Timeular helps provide an easy-to-implement solution”, she says.  

Time blocking 

Before using Timeular, Tiffany attempted to track her time using her Google Calendar by adding time blocks manually. She found this time-consuming and harder to provide insights for the week. By tracking each activity with her Timeular Tracker, she can now show exactly how much time is spent working on the different companies she supports.

On a personal level, time tracking has given Tiffany peace of mind on the occasions when she works less than 8 hours, because she has proof of 12 hour days as well.

“Using Timeular means I can keep my work hours in check for a better work-life balance. In a previous role, I worked continuously for 50 to 70 hours sometimes and at the end of the week had no idea where my time went. Now, I can monitor and cap myself when needed. I can also force myself to unplug for breaks and be at peace knowing that I can review the time I actually spent being productive and dedicated to clients needs.”

Tiffany's Timeular Tracker

Know exactly where your time has gone

There are roles in a company where it’s easy to know whether someone is doing their job or not. With a project or presentations, it’s easy to provide visibility. The variety of tasks facing HR teams mean it’s not so simple. The data from Timeular provides a visual reminder to other employees, to see what you are working on at any given time.

 “I just wish I knew about Timeular before now. It’s such a powerful tool and would have spared me unnecessary fatigue and hours wasted on pointless conversations with managers/leaders who didn’t have knowledge of the impact and reach of small HR teams.”

A game-changer 

Introducing Timeular into her working life has had a transformational effect upon how Tiffany works.

Timeular is a game-changer.  Timeular has so easily become ingrained in my routine. With just a flip of the Tracker I can switch gears and prove I’m bringing value to any organization and maintaining productivity levels. I don’t need to take notes and prove that I’m working. For anyone who works for a micromanager, this will make life so much easier. Make the small investment for a big return!”

If you’re an HR professional and interested in finding out how Timeular can help optimise your operations, please complete the form below and a member of our sales team will be in touch.

How time tracking can help grow your business

No matter the size of an organisation, having a solid financial grounding is essential to harvest long-term sustainability and growth. A lack of cash flow is the most common reason for a small business failing, making it critical for entrepreneurs to understand what tools are available to help them optimise operations and stay afloat.

Introducing time tracking can provide invaluable insights for a business owner, helping them improve all aspects of how their organisation operates – from increasing employee efficiency, to more effectively managing money and time.

Improving billing accuracy

Understanding the time employees spend on different tasks can help increase the number of billable hours and make the billing process simpler and more accurate. If workers are spending the majority of their time on one client, it stands to reason that this client should be charged more than one that gets less attention. Or maybe the hours required for employees to complete projects are not covered by client bills, in which case increasing the cost or limiting the scope of offerings will maintain positive cash flow. These are all insights that can be gathered by implementing time tracking into an organisation.

Just be sure to communicate any changes with your customers as soon as you can to maintain a positive relationship with them– even during times of social distancing. Remote communication services like Zoom and Slack can allow you to explain needed changes to your customers and work through any updates to your contract so you can both hit your goals.

Informing budgeting

Understanding where your business needs more financial attention and where you can better direct resources is another aspect where time tracking can help. The insights allow you to know exactly where workers are spending time and make better informed decisions on where to allocate budgets. For instance, if workers are spending more time at their computers to complete projects, then perhaps you should consider increasing the budget for IT support to ensure nothing gets in the way of them finishing their work.

Once you have this information, create a budget that reflects the unique needs of your business. Then, you can use a digital bank to make sure the process is sustainable in the long-term.

Optimising operations

Time tracking can also help you understand which accounts need more resources and inform hiring strategy. Optimising your operations will lead to long-term productivity increases amongst staff and keep customers satisfied.

If you need additional support with employee management, consider gathering qualitative data from your staff. Send out an anonymous survey to your workforce that forces them to dive deeper into how they feel about resource allocation, expectations, and support availability. This will help ensure you’re getting honest feedback on how to best focus your personnel-focused finances.

No matter what stage a business is, there are constant challenges in helping to fuel growth and provide value to customers. A thorough understanding of the way time is spent within the business is the key to growing efficiently. Introducing time tracking is a simple measure with far reaching benefits and can help set the business up for financial success.

If you’re looking to grow your business and optimize operations, we can help you organize a pilot/demo and discuss in more detail how Timeular can help you. Please complete the form below and a member of our sales team will be in touch.

Making your time count when working from home

Finding balance in our day-to-day lives is something that many of us strive for. Every day we are forced to make thousands of different choices; from deciding when to get up, what to wear and have for breakfast, to which news channel to watch before getting down to work.

Human behaviour is guided by actions that provide you with a positive result. When this happens, you strengthen that response mechanism like a muscle and are more likely to respond in a similar way in the future. Your behaviour has been reinforced!

But when faced with a range of options, particularly when working from home, how do we respond in the most productive way?

The matching law

Behavioural science shows that we choose to complete one action instead of another, based on four elements (a theory known as the matching law). The influencing factors are; reward, effort, delay and quality.

We are more likely to do something productive when

  1. It consistently achieves positive results = high rate of reward
  2. You don’t have to put much effort in (life’s busy!) = low effort response
  3. There is no waiting around, you can see the positive impact instantly = no delay reward
  4. You get a big payoff for boosting your productivity (e.g. it saves you a ton of time) = high quality reward

Make your time count

One way you can improve productivity is through time tracking. This involves using a device to record the amount of time you spend on tasks throughout the day. Time tracking helps you understand where you are draining your time, and the insights can help you put priorities in place to direct your efforts to the really important stuff.

Despite the benefits, not everyone tracks their time. Why? 

The matching law can explain

Some time tracking tools can be difficult to use. They don’t always record your tracked behaviours accurately (low rate of reward). They can require long daily sessions of inputting data and are not fun to use (high effort).

Apps can be slow to load results, meaning you have to wait longer to see your progress (long delay) and those results might be poorly detailed (low quality reward).

All of these factors combine to make time tracking seem more effortful than efficient.

When I came across Timeular, it changed my perspective on time tracking. I quickly realised that the Timeular Tracker includes all of the qualities which behavioural science shows is necessary to strengthen time tracking behaviour.

  • The Timeular Tracker reliably records each task you have been working on
  • It’s unique and customisable design is easy to use (just flip the Tracker to record a new task)
  • Results are available to view quickly via your smartphone or the desktop app
  • The graphs and information are rich in detail, showing you exactly how you have managed your time. The ultimate reward for your time tracking ambitions

Achieving the ideal work-life balance is always going to be a challenge. But now I have the knowledge and the tools to start tracking my time and make every minute count.

Learn more about using Timeular for your team
About the authorBethany Marie
Bethany Marie is the founder of Behaviour Babble, a blog that aims to make psychology simple and show how you can apply it to enhance all aspects of your life.

Finding time for creativity

For anyone working in the creative industry, the challenge of effectively managing multiple projects will be a familiar one. In a busy work environment it’s easy to lose track of where time is spent, particularly when working across projects simultaneously.

Fidel Bums works as an Art Director at Art Meets Education, an NGO providing education for children through photography. He started using Timeular to help him understand exactly where his time goes and improve efficiency.

Timeular an integral part of Fidel’s routine

At the start of each day, Fidel checks his last mails, protocols, and tasks to be done. He then prioritises them and starts to work off that list.

He uses the Timeular Tracker to account for his time on each activity. If he is away from his workplace, he uses the Timeular mobile app (available on both iOS and Android). Fidel has set each side of his Tracker to a different project or client. Within the app he uses a hashtag to specify what he is working on depending on which side is facing up (e.g. “clientA” (side of the Tracker) and the hashtag #call (or #mail, #feedback-rework, #briefing etc). In his workshop he’ll use the #workshop hashtag and write a note about the task.

More accurate invoicing

Once he has finished a project, Fidel checks the overall time he has spent on it, including the concept and layout phases. This makes it easy for him to accurately bill for private projects. For his work at Art Meets Education, he simply sends in his total time (available as a PDF export in the app) to the company’s finance department.

“I like to keep track of what I spend my time on, optimize that, and work even more efficiently. With the Tracker on my desk I am reminded to turn it around when I switch between tasks. I even track a 5 minute feedback task, and if I forget to turn the Tracker then I have set a reminder to get notified.”

Never forget time tracking again

Fidel has increased the efficiency of his work since using Timeular. As a case in point, he now takes over the moderation of meetings to increase productivity and ensure no one’s time is wasted. Better timekeeping has become a mantra for him in his professional life.

“If you want to work on a professional level, take the time to keep an eye on your time.”

Learn more about using Timeular for your team

How Timeular has helped Miba optimize their operations

Miba is an economic powerhouse in Austria, employing more than 7,500 people and generating almost €1bn in revenue. Whilst you may not have heard of them, the chances are you’ve travelled on a bus, had goods delivered in a truck or flown in an aeroplane that contains one of their engineered components.

Nestled within Miba are a busy nine-person group finance team juggling a variety of services and projects. As an internal service provider, their ‘customers’ are other internal teams. To become more transparent with customers about how time is allocated and spent on projects, they needed a solution that made capturing and reporting on project time effortless and accurate. Previously, simplified internal time tracking tools were employed but proved to be cumbersome and not transparent. Enter Timeular.

Timeular is the easiest way to track time. The 8-sided physical Timeular Tracker makes time tracking simple to collect, minute-precise and with fewer forgotten or lost entries. This happens all without a manual spreadsheet insight. The Tracker automatically populates a timesheet in the Timeular app and the underlying data is turned into meaningful insight.

Optimised operations

The group finance team at Miba are using the Tracker to make capturing time a breeze. By making use of tags within the Timeular platform, the team is able to assign each time entry to services and projects. The result is instilled transparency and accuracy to their internal customers.

Learn more about using Timeular for your team